01-15-2019 - AGENDA ITEM 12 WEST COVINA COMMUNITY SERVICES FOUNDATION POTENTIAL FUNDING FOR COMMUNITY EVENTSAGENDA ITEM NO. 12
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: January 15, 2019
TO: Mayor and City Council
FROM: Chris Freeland
City Manager
SUBJECT: WEST COVINA COMMUNITY SERVICES FOUNDATION POTENTIAL FUNDING
FOR COMMUNITY EVENTS
RECOMMENDATION:
It is recommended that the City Council acting as the West Covina Community Services Foundation Board of
Directors provide staff direction regarding use of current fund balances in the West Covina Community
Services Foundation for community events.
BACKGROUND:
On February 1, 2005, the City of West Covina authorized the formation of the West Covina Community
Services Foundation (Foundation), a California Public Benefit Corporation. According to the by-laws
(Attachment No. 1), the Foundation was organized for charitable purposes to "provide services beneficial to the
public interest by seeking to offer, improve, or expand services that enhance the quality of life for residents."
The Foundation does this by receiving gifts of funds from donors for specific purposes (i.e. 4th of July
Celebration, Summer Concerts, etc.). In addition, funds are raised to provide new recreational opportunities,
increase public safety services, preservation of City equipment and facilities, and the pursuit of other benefits
of public interest. The formation of the Foundation also allows the City to be more competitive when seeking
grant funding to help provide such services.
The Foundation's Board of Directors (Board) consists of the West Covina City Council, with the Mayor as the
Chairperson of the Board and the Mayor Pro Tern as the Vice Chairperson of the Board. At the September 13,
2016 Community & Senior Services Commission Meeting, the Commission unanimously voted to recommend
Commissioner Kaufinan to be on the Foundation Board to serve for then Mayor James Toma who had a
conflict of interest. The City Manager serves as the Corporation's President, City Clerk as the Secretary, and
Finance Director as the Chief Financial Officer.
The Foundation received its Internal Revenue Service tax deductible 501(c)3 status on June 16, 2006 (Tax ID #
43-2085596). The Foundation is current with its tax filings and its non-profit status with the California State
Attorney General's Office.
The Community Services Foundation is to meet annually to adopt the annual report and reorganize the Board
of Directors as necessary. To remain compliant with the by-laws, City staff presented this report at the October
16, 2018 City Council/West Covina Community Services Foundation Board Meeting and asked the Board to
return in January 2019, with updated balances in each fund to potentially allocate for special events.
DISCUSSION:
For Fiscal Year 2018-19, the City Council adopted a budget that does not include General Fund funding for
City sponsored community events. Even with the reduction in funding from the City's General Fund, the City
has partnered with civic groups to host various events in the community (i.e. Pumpkin Run, Christmas Parade
Along Glendora Avenue, Martin Luther King, Jr. Birthday Celebration, and others), where there is no out of
pocket cost to the City.
Annually, the Foundation receives donations or funds to support various activities of the City of West Covina.
Some of the funds received go towards specific projects or programs based on the request of the donor (i.e
Veterans' Memorial, Senior Center, Galster Park, Police and Fire Explorers, etc.) and other funds are to be
programmed based on the community priorities identified by the Board. As of January 9, 2019, the Foundation
has a balance of $60,037 available for programming.
To assist the Board in making its determination of potential community events to fund this year, the Public
Services Department has provided a summary of specific events and the associated costs to conduct the events
(Attachment No. 1). The funds available for programming by the Board are outlined below:
Foundation Line Items Amount
Special Events $25,519
Miscellaneous Expenses $34,518
Total Available for Programming �60,037
Based on funding decisions of the Board, staff will continue to seek partnerships with local civic groups and
businesses that are interested in assisting the City to offset the costs of those events being recommended to be
funded. Residents, businesses, and civic groups interested in donating towards community events may do so
through the City's website, www.westcovina.org or by contacting the Public Services Department at 626-939-
8430.
OPTIONS:
The City Council has the following options:
1. Allocate available funding for community events;
2. Leave funding in the West Covina Community Services Foundation for future programming discussions;
or
3. Provide alternative direction.
Prepared by: Nikole Bresciani, Assistant City Manager/Public Services Director
Fiscal Impact
FISCAL IMPACT:
The Board has $60,037 in Foundation funds/donations to program for community events. Any additional
appropriations would impact the City's General Fund Reserves.
Attachments
Special Events With Costing
October 16 2018 WCCS Foundation Staff Report
SECTION 3. DUTIES
It shall be the duty of the Directors to:
(1) Perform any and all duties imposed on them collectively or individually by
law, by the Articles of Incorporation of this Corporation, or by these
Bylaws;
(2) Appoint and remove, employ and discharge, and, except as otherwise
provided in these Bylaws, prescribe the duties, of all officers, agents and
employees of the Corporation;
(3) Supervise all officers, agents and employees of the Corporation to assure
that their duties are performed properly;
(4) Meet at such times and places as required by these Bylaws;
(5) Register their addresses with the Secretary of the Corporation and notices
of meetings mailed or telegraphed to them at such addresses shall be
valid notices thereof.
SECTION 4. DESIGNATION OF CHAIRPERSON AND VICE CHAIRPERSON,
The Mayor shall serve as the Chairperson of the Board during his or her term as
Mayor, or until he or she resigns or is otherwise disqualified to serve, whichever
occurs first. However, should the Mayor wish that another Board Member
replace him or her the as Chairperson, then the Board shall elect another Board
Member as the Chairperson. The Mayor Pro-Tem shall serve as the Vice
Chairperson of the Boardduringhis or her term as Mayor Pro-Tem, or until he or
she resigns or is otherwise disqualified to serve, whichever occurs first.
However, should the Mayor Pro-Tem wish that another Board Member replace
him or her the as Vice Chairperson, then the Board shall elect another Board
Member as Vice Chairperson. At no time shall the same person serve
concurrently as Chairperson and the Vice Chairperson of the Board.
SECTION 5. DUTIES OF CHAIRPERSON OF THE BOARD
The Chairperson shall supervise and manage/direct the affairs of the
Corporation. He or she shall perform all duties incident to his or her position as
Chairperson and such other duties as may be required by law; by the Articles of
Incorporation or the Bylaws, or which may be prescribed from time to time by the
Board of Directors. The Chairperson shall preside at all meetings of the Board.
Except as otherwise expressly provided by law, by the Articles of Incorporation,
or by these Bylaws, he or she shall, in the name of the Corporation, execute such
deeds, mortgages, bonds, contracts, checks or other instruments which may
from time to time be authorized by the Board of Directors.
SECTION 6. DUTIES OF VICE CHAIRPERSON OF THE BOARD
In the absence of the Chairperson, or in the event of his or her inability to or
refusal to act, the Vice Chairperson shall perform all the duties of the
Chairperson and when so acting shall have all the powers of, and be subject to
all the restrictions of the Chairperson. The Vice Chairperson shall have other
powers and perform such other duties as may be prescribed by law, by the
Articles of Incorporation, or by these bylaws, or as may be prescribed by the
Board of Directors.
SECTION 7. TERMS OF OFFICE
The term of office for each Director shall run concurrently with his or her term of
office on the City Council,
SECTION S. PLACE OF MEETINGS
Meetings -shall be held at -the -principal office of the Corporation unless otherwise
provided in these Bylaws or at such place within the City of West Covina, which
has been designated from time to time by resolution of the Board of Directors.
SECTION 9. REGULAR AND ANNUAL MEETINGS
Regular meetings of the Board of Directors shall be held, as needed, on the first
and/or third Tuesday of each month at 7:00 PM, to coincide with City Council
Meetings. The annual meeting of the Board of Directors shall coincide with the
annual meeting at which the City Council adopts the fiscal year budget.
SECTION 10. SPECIAL MEETINGS
Special meetings of the Board of Directors may be called by the Chairperson of
the Board of Directors, or by any two Directors, and such meetings shall be held
at the place, within the City of West Covina, designated by the person or persons
calling the meeting, and in the absence of such designation, at the principal office
of the Corporation.
SECTION 11, NOTICE OF MEETINGS
Noticing of all meetings shall be done in compliance with Govt. Codes 54954.2 I
and 54956 (Brown Act). Regular meetings shall be noticed at least seventy-two
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(72) hours in advance of the meeting, Special meetings shall be noticed at least
twenty-four (24) hours in advance of the meeting.
Notice shall be given of any adjourned regular or special meeting to Directors
absent from the original meeting if the adjourned meeting is held more than
twenty-four (24) hours from the time of the original meeting.
SECTION 12. QUORUM FOR MEETINGS
A quorum shall consist of three (3) Directors.
Except as otherwise provided in these Bylaws or in the Articles of Incorporation
of this Corporation, or by law, no business shall be considered by the Board of
Directors at any meeting at which a quorum, as defined above, is not present,
and the only motion which the Chair shall entertain at such meeting is a motion to
adjourn. However, a majority of the Directors present at such meeting may
adjourn from time to time until the time fixed for the next regular meeting of the
Board of Directors.
The Directors present at a duly called and held meeting at which a quorum is
initially present may continue to do business notwithstanding the loss of a
quorum at the meeting due to a withdrawal of Directors from the meeting,
provided that any action thereafter taken must be approved by at least a majority
of the required quorum for such meeting or such greater percentage as may be
required by law, or the Articles of Incorporation or Bylaws of this Corporation.
SECTION 13. MAJORITY ACTION AS BOARD ACTION
Every act or decision done or made by a majority of the Directors present at a
meeting duly held at which a quorum is- present is the act of the Board of
Directors, unless the Articles of Incorporation or Bylaws of this Corporation, or
provisions of the California Nonprofit Public Benefit Corporation Law, particularly
those provisions relating to appointment of committees (Section 5212), approval
of contracts or transactions in which a director has a material financial interest
(Section 5233) and indemnification of directors (Section 5238e), require a greater
percentage or different voting rules for approval of a matter by the board.
SECTION 14. CONDUCT OF MEETINGS
Meetings of the Board of Directors shall be presided over by the Chairperson of
the Board, or, if no such person has been so designated or, in his or her
absence, the Vice Chairperson or, in his or her absence, by the Director chosen
a majority of the Directors present at the meeting. The Secretary of the
Corporation shall act as Secretary of all meetings of the Board of Directors,
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provided that, in his or her absence, the presiding officer shall appoint another
person to act as Secretary of the Meeting.
The provisions of the Brown Act (Gov. Code §54950 et seq.) shall apply to the
conduct of meetings of the Corporation. Meetings shall be governed by
Roberts's Rules of Order, as such rules may be revised from time to time, insofar
as such rules are not inconsistent with or in conflict with these Bylaws, with the
Articles of Incorporation of this Corporation, or with provisions of law,
SECTION 15. NON -LIABILITY OF DIRECTORS
The Directors shall not be personally liable for the debts, liabilities, or other
obligations of the Corporation.
SECTION 16. INSURANCE FOR CORPORATE AGENTS
Members of the Board of Directors and Officers of the Corporation are insured
under the City's umbrella insurance policy for liability caused or incurred while
acting within the scope of their duties as Members of the Board of Directors
and/or Officers of the Corporation.
SECTION 17. PREMATURE VACANCIES ON BOARD
Whenever there is a vacancy in the office of one of the at -large directors whether
by reason of death, resignation, removal, disqualification or otherwise, the
vacancy shall be temporarily filled by the Community Services Director until the
vacancy is filled by majority vote of the remaining board members.
ARTICLE 5
OFFICERS
SECTION 1. NUMBER OF OFFICERS
The officers of the Corporation shall be a President, Secretary and Chief
Financial Officer. The City Manager shall serve as President, the City Clerk shall
serve as the Secretary and the Finance Director shall serve as the Chief
Financial Officer. Any number of offices may be held by the same person,
except that neither the Secretary nor the Chief Financial Officer may serve
concurrently as the President; Chairperson or Vice Chairperson of the Board.
SECTION 2. QUALIFICATION AND TERM OF OFFICE
The City Manager, City Clerk and Finance Director shall serve as President,
Secretary and Chief Financial Officer, respectively, until he or she resigns or is
removed by a majority vote of the Board of Directors, or is otherwise disqualified
to serve, whichever occurs first.
SECTION 3, SUBORDINATE OFFICERS
The Board of Directors may appoint such other officers or agents as it may deem
desirable, and such officers shall serve such terms, have such authority, and
perform such duties as may be prescribed from time to time by the Board of
Directors.
SECTION 4. VACANCIES
Any vacancy caused by the death, resignation, removal, disqualification, or
otherwise, of any officer shall be filled by the Board of Directors in accordance
with these Bylaws and applicable law.
SECTION 5. DUTIES OF PRESIDENT
The President shall be the administrative head of the Corporation and Its affairs
and he/she shall operate under the direction and control of the Board of Directors
except as otherwise provided by law, by the Articles of Incorporation, or by these
Bylaws. He/she shall be responsible for the efficient administration of all the
affairs of the Corporation which are under his/her control. He/she shall prescribe
such administrative rules and procedures as he may deem proper or necessary
for the general conduct and operation of the Corporation's affairs under his
control. He/she shall perform any and all duties imposed on him/her by law; by
the Articles of Incorporation, by these Bylaws or by the Board. Upon the request
and authorization of the Board, the President may enter Into any contract, or
execute and deliver any instrument, in the name of and on behalf of, the
Corporation. The President shall supervise all agents of the Corporation to
assure that their duties are performed properly. He/she shall meet at such times
and places as required by these bylaws. It shall be the duty of the President to
recommend to the Board the adoption of measures he/she deems necessary for
the efficient operation of the Corporation. Unless provided for in
SECTION 6. DUTIES OF SECRETARY
The Secretary shall:
(1) Certify and keep at the principal office of the Corporation the original, or a
copy of these Bylaws as amended or otherwise altered to date.
(2) Keep at the principal office of the Corporation or at such other place as the
board may determine, a book of minutes of all meetings of the directors,
and, if applicable, meetings of committees of directors and of members,
recording therein the time and place of holding, whether regular or special,
how called, how notice thereof was given, the names of those present or
represented at the meeting, and the proceedings thereof.
(3) See that all notices are duly given in accordance with the provisions of
these Bylaws or as required by law.
(4) Be custodian of the records and of the seal of the Corporation and see
that the seal is affixed to all duly executed documents, the execution of
which on behalf of the Corporation under its seal is authorized by law or
these Bylaws.
(5) Keep at the principal office of the Corporation a membership book
containing the name and address of each and any members, and, in the
case where any membership has been terminated, he or she shall record
such fact in the membership book together with the date on which such
membership ceased.
(6) Exhibit at all reasonable times to any director of the Corporation, or to his
or her agent or attorney, on request therefore, the Bylaws, the
membership book, and the minutes of the proceedings of the directors of
the Corporation.
(7) In general, perform all duties incident to the office of Secretary and such
other duties as may be required by law, by the Articles of Incorporation of
this Corporation, or by these Bylaws, or which may be assigned to him or
her from time to time by the Board of Directors
SECTION 7. DUTIES OF CHIEF FINANCIAL OFFICER
Subject to the provisions of these Bylaws relating to the "Execution of
Instruments, Deposits and Funds," the Chief Financial Officer shall:
(1) Have charge and custody of, and be responsible for, all funds and
securities of the Corporation, and deposit all such funds in the name of the
Corporation in such banks, trust companies, or other depositories as shall
be selected by the Board of Directors.
(2) Receive, and give receipt for, monies due and payable to the Corporation
from any source whatsoever.
(3) Disburse, or cause to be disbursed, the funds of the Corporation as may
be directed by the Board of Directors, taking proper vouchers for such
disbursements.
(4) Keep and maintain adequate and correct accounts of the Corporation's
properties and business transactions, including accounts of its assets,
liabilities, receipts, disbursements, gains and losses.
(5) Exhibit at all reasonable times the books of account and financial records
to any director of the Corporation, or to his or her agent or attorney, upon
request
(6) Render to the Board of Directors, whenever requested, an account of any
or all of his or her transactions as Chief Financial Officer and of the
financial condition of the Corporation.
(7) Prepare, or cause to be prepared, and certify, or cause to be certified, the
financial statements to be included in any required reports.
(8) In general, perform all duties incident to the office of Chief Financial
Officer and such other duties as may be required by law, by the Articles of
Incorporation of the Corporation, or by these Bylaws, or which may be
assigned to him or her from time to time by the Board of Directors,
ARTICLE 6
EXECUTION OF INSTRUMENTS, DEPOSITS AND FUNDS
SECTION 1. EXECUTION OF INSTRUMENTS
The Board of Directors, except as otherwise provided in these Bylaws, may by
resolution authorize any officer or agent of the Corporation to enter into any
contract or execute and deliver any instrument in the name of and on behalf of
the Corporation, and such authority may be general or confined to specific
instances. Unless so authorized, no officer, agent, or employee shall have any
power or authority to bind the Corporation by any contract or engagement or to
pledge its credit or to render it liable monetarily for any purpose or in any amount.
SECTION 2, CHECKS AND NOTES
Except as otherwise specifically determined by resolution of the Board of
Directors, or as otherwise required by law, checks, drafts, promissory notes,
orders for the payment of money, and other evidence of indebtedness of the
Corporation shall be signed by the Chief Financial Officer and countersigned by
the Chairperson of the Board of Directors,
SECTION 3. DEPOSITS
All funds of the Corporation shall be deposited from time to time to the credit of
the corporation in such banks, trust companies, or other depositories as the
Board of Directors may select.
SECTION 4. GIFTS
The Board of Directors may accept on behalf of the Corporation any contribution,
gift, bequest, or devise for the charitable or public purposes of this corporation.
Limitations on gifts to individual Directors shall comply with the Political Reform
Act and the Fair Political Practices Commission,
ARTICLE 7
CORPORATE RECORDS, REPORTS AND SEAL
SECTION 1. MAINTENANCE OF CORPORATE RECORDS
The Corporation shall keep at Its principal office in the State of California:
(1) Minutes of all meetings of directors, committees of the board and ,
indicating the time and place of holding such meetings, whether regular or
special, how called, the notice given, and the names of those present and
the proceedings thereof;
(2) Adequate and correct books and records of account, including accounts of
its properties and business transactions and accounts of its assets,
liabilities, receipts, disbursements, gains and losses;
(3) A copy of the corporation's Articles of Incorporation and Bylaws as
amended to date, which shall be open to inspection by the members, if
any, of the Corporation at all reasonable times during office hours.
SECTION 2. CORPORATE SEAL
The Board of Directors may adopt, use, and at will alter, a corporate seal. Such
seal shall be kept at the principal office of the Corporation. Failure to affix the
seal to corporate instruments, however, shall not affect the validity of any such
instrument.
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SECTION 3, DIRECTORS' INSPECTION RIGHTS
Every director shall have the absolute right at any reasonable time to inspect and
copy all books, records and documents of every kind and to inspect the physical
properties of the Corporation.
SECTION 4. RIGHT TO COPY AND MAKE EXTRACTS
Any inspection under the provisions of this Article may be made in person or by
agent or attorney and the right to Inspection includes the right to copy and make
extracts.
SECTION 5. ANNUAL REPORT
The Board shall cause an annual report to be furnished not later than one
hundred and twenty (120) days after the close of the Corporation's fiscal year to
all directors of the Corporation and, if this Corporation has members, to any
member who requests it in writing, said report shall contain the following
Information in appropriate detail:
(1) The assets and liabilities, including the trust funds, of the Corporation as
of the end of the fiscal year;
(2) The principal changes in assets and liabilities, including trust funds, during
the fiscal year;
(3) The revenue or receipts of the Corporation, both unrestricted and
restricted to particular purposes, for the fiscal year;
(4) The expenses or disbursements of the Corporation, for both general and
restricted purposes, during the fiscal year;
The annual report shall be accompanied by any report thereon of
I �
independent accountants, or, if there is no such report, the certificate of an
authorized officer of the Corporation that such statements were prepared without
audit from the books and records of the corporation.
ARTICLE 8
FISCAL YEAR
SECTION 1. FISCAL YEAR OF THE CORPORATION
The fiscal year of the Corporation shall begin on July 1 and end on the June 30 in
each year.
ID
ARTICLE 9
AMENDMENT OF BYLAWS
SECTION 1. AMENDMENT
Subject to any provision of law applicable to the amendment of Bylaws of public
benefit nonprofit corporations, these Bylaws, or any of them, may be altered,
amended, or repealed and new Bylaws adopted as follows:
(1) Subject to the power of members, if any, to change or repeal these Bylaws
under Section 5150 of the Corporations Code, by approval of the Board of
Directors unless the Bylaw amendment would materially and adversely
affect the rights of members, if any, as to voting or transfer, provided,
however, if this Corporation has admitted any members, then a Bylaw
specifying or changing the fixed number of directors of the Corporation,
the maximum or minimum number of directors, or changing from a fixed to
variable board or vice versa, may not be adopted, amended, or repealed
except as provided in subparagraph (2) of this Section; or
(2) By approval of the members, if any, of this Corporation.
ARTICLE 10
AMENDMENT OF ARTICLES
SECTION 1. AMENDMENT OF ARTICLES BEFORE ADMISSION OF
MEMBERS
Before any members have been admitted to the Corporation, any amendment of
the Articles of Incorporation may be adopted by approval of the Board of
Directors.
SECTION 2. AMENDMENT OF ARTICLES AFTER ADMISSION OF MEMBERS
After members, if any, have been admitted to the Corporation, amendment of the
Articles of Incorporation may be adopted by the approval of the Board of
Directors and by the approval of the members of this Corporation.
SECTION 3. CERTAIN AMENDMENTS
Notwithstanding the above sections of this Article, this Corporation. shall not
amend its Articles of Incorporation to alter any statement which appears in the
original Articles of Incorporation of the names and addresses of the first directors
of this Corporation, nor the name and address of its initial agent, except to
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correct an error in such statement or to delete such statement after the
corporation has filed a "Statement by a Domestic Non -Profit Corporation"
pursuant to Section 6210 of the California Nonprofit Corporation Law,
ARTICLE 11
MEMBERS
SECTION 1. DETERMINATION OF MEMBERS
If this Corporation makes no provision for members, then, pursuant to Section
5310(b) of the Nonprofit Public Benefit Corporation Law of the State of California,
any action which would otherwise, under law or the provisions of the Articles of
Incorporation or Bylaws of this Corporation, require approval by a majority of all
members or approval by the members, shall only require the approval of the
Board of Directors,
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WRITTEN CONSENT OF DIRECTORS ADOPTING BYLAWS
We, the undersigned, are all of the persons named as the initial Directors in the
Articles of Incorporation of the West Covina Community Services Foundation,
Incorporated, a California Nonprofit Public Benefit Corporation, and, pursuant to
the authority granted to the Directors by these Bylaws to take action by
unanimous written consent without a meeting, consent to, and hereby do, adopt
the foregoing Bylaws, consisting of fourteen (14) pages, as the Bylaws of this
Corporation.
Dated:
Jam�oma, DireAtor
Core arshaw, Director
e en e, Director
To irecto
r
Lloyd Johns , Director
CERTIFICATE
This is to certify that the foregoing is a true and correct copy of the Bylaws of the
corporation named in the title thereto and that such Bylaws were duly adopted by
the Board of Directors of said Corporation on the date set forth below.
Dated: t �7
R Pari,onde, Secretary
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ATTACHMENT NO.2
West Covina Community Services Foundation, Inc.
Balance Sheet
June 30, 2018
Cash $ 122,357
Accounts Receivable 22,675
Interest Receivable 37
Total Assets $ 145 069
Accounts Payable $ 5,423
Fund Balance 139,646
Total Liabilities and Fund Balance $ 145,069
West Covina Community Services Foundation, Inc.
Statement of Revenues, Expenditures and Changes in Fund Balance
For the year ended June 30, 2018
Revenues
Interest $ 1,043
Charges for Services 27,807
Other Revenues 40,696
Total Revenues 69,546
Exnenditures
FN -Taxes filings
75
FR - Explorer Program
3,115
PD - Red Ribbon Rally
3,325
PD - Misc, WC PD Memorial
550
PD - Wall of Honor
68
CS -Youth Council
988
CS - Misc supplies, plaques, etc.
15,823
CS - Walk of Fame
2,129
CS - National Night Out
1,310
CS - Summer Concerts
5,170
CS - July 4th Celebration
2,024
CS - Galster Park Nature Center
7,685
CS - Cameron Community Ctr - Supplies, etc.
6,241
CS - Senior Center - Supplies, etc.
11,225
Total Expenditures
59,728
Net Change in Fund Balance
9,818
Fund Balance - Beginning of Year
129,828
Fund Balance - End of Year
$ 139,646
Special Event Expenditures and Revenue ATTACHMENT NO. 3
Special Events
MILK Jr Day
Staff Cost # Hours Days Total Hours Rate Total
Site Coordinator 2 4 1 8 x $15.00 $120.00
Personnel Total: $120.00
Supply Cost
Total: $1 00.00
Staff Cost # Hours Days Total Hours Rate Total
Rec. Leader 5 5 1 25 x $13.00 $325.00
Personnel Total: $325.00
Supply Cost $750.00
Printing, Pins and Memorial Wreath & Refreshments
Total: $1,075.00
Staff Cost # Hours Weeks Total Hours Rate Total
Site Coordinator 1 4 4 24 x $15.00 $360.00
Rec. Leader 1 4 4 24 x $13.00 $312.00
Personnel Total: $672.00
Supply Cost $0.00
Licensing (Plaza is sponsoring licensing costs)
Total: $672.00
mer Concerts
Staff Cost # Hours Days Total Hours Rate Total
Site Coordinator 1 4 6 24 x $15.00 $360.00
Rec. Leader 2 4 6 48 x $13.00 $624.00
Personnel Total: $984.00
Supply Cost $19,000.00
Cost of bands, sound, etc.
Revenue from Vendors ($876.00)
Revenue from LA County Arts Grant ($1,500.00)
Total: $16,624.00
Pumpkin Run/Health Fitness Expo
Staff Cost # Hours Days Total Hours Rate Total
Site Coordinator 3 8 1 24 x $15.00 $360.00
Rec. Leader 6 8 1 48 x $13.00 $624.00
Personnel Total: $984.00
Supply Cost $1,500.00
Bounce House, DJ, etc.
Total:
Special Event Expenditures and Revenue ATTACHMENT NO. 3
Staff Cost # Hours Days Total Hours Rate Total
Site Coordinator 1 6 1 6 x $15.00 $90.00
Rec. Leader 4 6 1 24 x $13.00 $312.00
Police Personnel 8 $4,253.63
Personnel Total: $4,655.63
Supply Cos t
Total: F $4,655.63
Staff Cost # Hours Days Total Hours Rate Total
Rec. Leader 5 5 1 25 x $13.00 $325.00
Personnel Total: $325.00
Supply Cost $500.00
Pins & Refreshments
Total: F $ 225. 01
Special Events Total $26,455.63
VAI/,
WEST 05A 2018-19 Special Events
i� *Indicates Co -Sponsored
Past Events
Cherry Blossom* $ 0
Easter Egg Hunt $10,000
Community Service Day* $10,000
Movies in the Park* $ 700
Independence Day Celebration* $75,000
Ghoster Park $12,000
Dog Spooktacular $ 1,000
Plaza Trick or Treating* $ 1,000
Breakfastwith Santa $ 5,000
MLK Jr Event*
$ 120
Arbor Day/Earth Day*
$ 500
Memorial Day
$ 1,075
Parents Place Community Event*
$ 0
Relay for Life
$ 0
Summer Concert Series
$19,000
Pumpkin Run/Walk 5K*
$ 2,500
Red Ribbon Rally*
$ 4,700
Veterans Day Ceremony
$ 825
Holiday Drop Off
$ 0
Children's Christmas Parade*
$ 0
TOTAL COST OF ALL EVENTS
$143,420
\I/G
WEST CON
DATE: October 16, 2018
AGENDA
ITEM NO. 16
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
TO: Mayor and City Council
FROM: Chris Freeland
City Manager
SUBJECT: WEST COVINA COMMUNITY SERVICES FOUNDATION FISCAL
YEAR 2017-18 ANNUAL REPORT
RECOMMENDATION:
It is recommended that the City Council acting as the West Covina Community Services
Foundation Board of Directors provide staff direction regarding use of current fund balances in
the West Covina Community Services Foundation.
BACKGROUND:
On February 1, 2005, the City of West Covina authorized the formation of the West Covina
Community Services Foundation (Foundation), a California Public Benefit Corporation.
According to the by-laws (Attachment No. 1), the Foundation was organized for charitable
purposes to "provide services beneficial to the public interest by seeking to offer, improve, or
expand services that enhance the quality of life for residents."
The Foundation does this by receiving gifts of funds from donors for specific purposes (i.e. 4`h of
July Celebration, Summer Concerts, etc.). In addition, funds are raised to provide new recreational
opportunities, increase public safety services, preservation of City equipment and facilities, and
the pursuit of other benefits of public interest. The formation of the Foundation also allows the
City to be more competitive when seeking grant funding to help provide such services.
The Foundation's Board of Directors consists of the West Covina City Council, with the Mayor
as the Chairperson of the Board and the Mayor Pro Tern as the Vice Chairperson of the Board.
Due to a conflict of interest, Councilmember James Toma was replaced on the Foundation Board
by Community & Senior Services Commissioner Phil Kaufman. At the September 13, 2016
Community & Senior Services Commission Meeting, the Commission unanimously voted to
recommend Commissioner Kaufman to be on the Foundation Board to serve for then Mayor James
Toma. The City Manager serves as the Corporation's President, City Clerk as the Secretary, and
Finance Director as the Chief Financial Officer.
West Covina Community Services Foundation Fiscal Year 2017-18 Annual Report
Page 2 of 3 —October 16, 2018
The Foundation received its Internal Revenue Service tax deductible 501(c)3 status on
June 16, 2006 (Tax ID # 43-2085596). The Foundation is current with its tax filings and its non-
profit status with the California State Attorney General's Office.
DISCUSSION:
The Community Services Foundation is to meet annually to adopt the annual report and reorganize
the Board of Directors as necessary. To remain compliant with the by-laws, City staff is presenting
this report to adopt the annual report at this time with no changes to the organization.
Annual Report
The Finance Department is responsible for monitoring and preparing the Foundation's Annual
Report. While the funds are listed in the City's Adopted Budget each year, the Foundation by-
laws still require a report to the Board of Directors on an annual basis, within one hundred and
twenty (120) days from the end of the Fiscal Year (June 30).
Attached to this report is a Balance Sheet and Statement of Revenues, Expenditures and Changes
in Fund Balance for the Foundation for Fiscal Year 2017-18. (Attachment No. 2). The report
shows that a cumulative total of $69,546 in revenues were collected and $59,728 in funds were
expended. As of June 30, 2018, the Foundation has a fund balance of $139,646.
Revenues have been collected in a variety of ways. In the past, Athens Services was contractually
required to provide funding to offset the costs for City events and the Police Department's SWAT
Team, however these funds now go into the General Fund as part of the adoption of the Fiscal
Year (FY) 2017-18 budget. Additional funds come from businesses and residents wanting to
donate for a special cause or program (i.e. Veterans Memorial, Police Wall of Honor, Fire Explorer
Program, Youth Council, Galster Park Nature Center, Senior Services, National Night Out at
Shadow Oak, etc.). Funds raised at community events are also set aside in the Foundation to offset
the costs to offer those individual programs (i.e. sponsorships at Summer Concerts, Movies in the
Park, Pumpkin Run, etc.). Donated funds are utilized for the projects and programs identified prior
to any City General Fund dollars being utilized. Without these donations, many of these programs
and events may not have happened, because of the impact to the City's General Fund.
For FY 2018-19, the City Council adopted a budget that does not include funding City special
events, so any events moving forward for the current fiscal year would have to be supported by
fund balance or a reallocation of funds within the Foundation. City staff is recommending that the
City Council leave funds in the following accounts to be used by Departments based on donations
being submitted for specific purposes. This includes:
• Fire Explorer Program
• WC PD Memorial
• "Wall of Honor" inside the Police Department
• Youth Council
• Walk of Fame (Big League Dreams)
• W.C. Memorial Wall (Veterans Memorial)
• National Night Out (Shadow Oak community sponsored event)
West Covina Community Services Foundation Fiscal Year 2017-18 Annual Report
Page 3 of 3 —October 16, 2018
• Summer Concert
• Galster Park Nature Center
• Cameron Community Center
• Shadow Oak Community Center
• Senior Center
City staff recommends funds from the Community Services Miscellaneous Supplies be utilized for
Veterans Day and Memorial Day ceremonies in FY 2018-19 at a cost of approximately $1,000. In
addition, staff also recommends the use of $4,000 to fund overtime for police personnel to
represent the West Covina Police Department at the Red Ribbon Rally at West Covina High School
on October 24'h. Members of SWAT and the K-9 team will be at the event to provide
demonstrations. There is approximately $2,500 in that miscellaneous account for sports council
from past fines that are used for capital improvements for youth sports facilities. Staff estimates
that there is $2,400 available for reprogramming at the direction of the City Council. Attached is
also a list of special events and associated costs if the City Council chooses to use funds for FY
2018-19 (Attachment No. 3).
In addition, a new program of "Naming City Streets" is being recommended to be added to the
Foundation as a line item for developers who wish to contribute. Future developers would be
asked if they want to donate a newly developed City street for a charitable auction, and proceeds
would go to support community events.
FISCAL IMPACT:
Use of Foundation funds save the General Fund for certain recreational operations and programs
offered by the City. Use of some funds can be used to pay for programs and projects not budgeted
for in FY 2018-19.
Prepared by:
�A�AfimuaK
Nikole Bresciani
Assistant City Manager/
Community Services Director
ATTACHMENTS:
Reviewed and Approved by:
Marcie Medina
Finance Director
Attachment No. 1 — West Covina Community Services Foundation Bylaws
Attachment No. 2 — West Covina Community Services Foundation Balance Sheet, Statement of
Revenues, Expenditures and Changes in Fund Balance
Attachment No. 3 — List of Special Events and Associated Costs
ATTACHIV[ENT NO. t
BYLAWS
OF
West Covina Community Services Foundation, Incorporated
A CALIFORNIA PUBLIC BENEFIT CORPORATION
ARTICLE 1
NAME
The name of this corporation is "West Covina Community Services Foundation,
Incorporated."
ARTICLE 2
OFFICES
SECTION 1. PRINCIPAL OFFICE
The principal office of the Corporation for the transaction of its business is West
Covina City Hall, 1441 West Garvey Avenue, West Covina, 91790 located in Los
Angeles County, California.
SECTION 2. OTHER OFFICES
The Corporation may also have subordinate offices at such other places, within
the city of West Covina, where it is qualified to do business, as its business may
require and as the board of directors may, from time to time, designate.
ARTICLE 3
PURPOSES
SECTION 1. OBJECTIVES AND PURPOSES
This Corporation is organized and operated exclusively for charitable purposes
within the meaning of Section 501(c)(3) of the Internal Revenue Code. The
primary objectives and purposes of this Corporation shall be:
(1) To provide. services beneficial to the public interest by seeking to offer,
improve, or expand services that enhance the quality of life for residents
including, but not limited to:
a• Recreational opportunities for residents, i.e., hiking, walking, and
equestrian trails, aquatics, sports, parks and open space, classes,
etc.;
b. Public safety services, i.e., police and fire services to residents;
c• Social services, i.e., nutritious meals for seniors and youth, case
management, counseling, etc., for residents; and
d. Building and improving City facilities and infrastructure.
(2) Preservation of buildings, structures, documents, etc., of historical
significance to the community.
(3) To qualify and be more competitive when seeking to acquire grant funding
to help provide such services to residents and in this way mitigate the
financial impact to the City government.
(4) To receive gifts of funds for specific purposes.
(5) To pursue any other opportunities available that would benefit the public
interest.
ARTICLE 4
DIRECTORS
SECTION 1. NUMBER
The Corporation shall have five (5) directors and collectively they shall be known
as the Board of Directors, The Board of Directors shall consist of the members of
the West Covina City Council. The number and requirement that the Directors be
City Councilmembers may be changed by amendment of this Bylaw, or by repeal
of this Bylaw and adoption of a new Bylaw, as provided in these Bylaws.
SECTION 2. POWERS
Subject to the provisions of the California Nonprofit Public Benefit Corporation
law and any limitations in the Articles of Incorporation and Bylaws relating to
action required or permitted to be taken or approved by the members, if any, of
this Corporation, the activities and affairs of this Corporation shall be conducted
and all corporate powers shall be exercised by or under the direction of the
Board of Directors. Unless otherwise provided pursuant to amendment of these
bylaws, voting rights in this Corporation shall remain vested solely in the Board of
Directors.
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